The Hernando County Supervisor of Elections Public Records Request Policy is based upon the following Florida Statutes:
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Shirley Anderson
Hernando County Supervisor of Elections
16264 Spring Hill Drive
Brooksville, FL 34604
352-754-4125
Public Records Request
Policy / Procedure
For the purpose of requests under the Florida Public Records “Sunshine” Law, the
custodian of Hernando County Supervisor of Elections is…
Shirley Anderson
Hernando County Supervisor of Elections
16264 Spring Hill Drive • Brooksville FL, 34604
elections@HernandoVotes.gov
HernandoVotes.gov • 352-754-4125
Public records request and written notices to the Supervisor of Elections
pursuant to the provisions of Section 119.12 (2) of the Florida State Statutes
should be directed to the custodian of public records.
The Hernando County Supervisor of Elections Public Records Request Policy is based upon the following Florida Statutes:
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Shirley Anderson
Hernando County Supervisor of Elections
16264 Spring Hill Drive
Brooksville, FL 34604
352-754-4125
Public Records Request Policy
1. Payment – is due in advance for all public records requests. Acceptable forms of payment
are cash or check. Checks should be made payable to: Hernando County Supervisor of
Elections. All returned check fees will be the responsibility of the requester.
2. Request Fulfillment – may take up to 9 business days during a non-election cycle, 15
business days during an election cycle. This is subject to change depending on the extent
of the request. Large requests will be assessed on an individual basis. If the request exceeds
the estimated preparation time, the requester shall be notified.
3.
C
h
arg
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s –
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or
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c
re
cord
s
r
e
q
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t
s
are
b
a
s
e
d
u
p
on F.S. 119.07
(s
ee
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R
ecord
s
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e
q
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e
s
t
s
C
h
a
r
g
e
s
&
Fee Schedule). Staff time is calculated at the hourly rate of the
lowest salary employee that can complete the request. Charges ensue for extensive use
of staff time that exceeds 30 minutes.
This includes tasks such as the time it takes to
search for hardcopy records, computer research, remove exempt data, photocopy a record,
photocopy redaction, on-site inspection, protect the records during inspection, refile the
records, etc.
4. Exempt – documents containing exempt information will have the information redacted
and the Florida Statute number stating the reason for the redaction.
5. Outstanding Requests & Standing Requests – If the request is outstanding for 30 days
with no response from the requester the request will be closed and acknowledgement email
will be sent. The request applies only to those records in the custody of the agency at the
time of the request. Standing requests for data not yet created will not be honored.
6. Inspection of Records – will take place during normal business hours. Records will be
made available as quickly as practical after a request is made. The office will provide
deputy assistance free of charge for the first 15 minutes, otherwise, extensive use charges
will apply based upon labor costs of the personnel involved in providing the records.
The Supervisor of Elections must advise the requester when the records will be available,
and, if due to the nature and/or volume, it cannot be fulfilled at the time of the request.
7.
Media Format
– Data requests will be given in the media format used by the Hernando
County Elections office. Special media format requests will not be honored. All records
are kept in their original format and file type. Requests to produce in another format
may be subject to charges.
8.
Retention and Disposal
– of public records is in accordance with General Records
Schedule GS3 for Election records and GS1
-L for local Government Agencies, as
established by the State of Florida Bureau of Archives and Records Management.
9. Request for Vote-by-Mail Ballot Information – are subject to S101.62(3). Florida
Statues, therefore a current Oath for Acquisition must be on file, if not, the oath is required
with the Public Records Request Form and payment if due.
The Hernando County Supervisor of Elections Public Records Request Policy is based upon the following Florida Statutes:
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5
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(3
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11
9
2
Shirley Anderson
Hernando County Supervisor of Elections
16264 Spring Hill Drive
Brooksville, FL 34604
352-754-4125
Public Records Request Policy (cont.)
10. Effective October 1, 2022, our office will no longer be creating reports to fulfill public
records request. Pursuant to Section 199.07(1)(a) and (4), Florida Statutes, the
obligation of the custodian of public records is to provide access to, or copies of, public
records “at any reasonable time, under reasonable conditions, and under supervisor
by the custodian of public records,” provided that the required fees are paid. A
custodian is not required, however, to either give out information for the records of her
office or to create new records to accommodate a request for information. If a report
has previously been created, it will be available for the public records request.
The Hernando County Supervisor of Elections Public Records Request Policy is based upon the following Florida Statutes:
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(3
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3
Shirley Anderson
Hernando County Supervisor of Elections
16264 Spring Hill Drive
Brooksville, FL 34604
352-754-4125
Public Records Requests Charges & Fee Schedule
Charges for public records are in accordance with F.S. 119.07(4)(a):
Mono Copies 8.5 by 11-14”
One Sided
$0.15/pg
Two Sided
$0.20/pg
Color Copies 8.5 by 11-14”
One Sided
$0.25/pg
Two Sided
$0.35/pg
Certified Copies
$1.00/pg
CD
$0.40/ea
USB Flash Drive
4GB
$2.50/ea
32GB
$4.50/ea
64GB
$9.00/ea
*No charge for electronic records unless it qualifies for extensive use charges*
Extensive use charges are in accordance with F.S. 119.07(4)(d):
“If the nature or volume of public records requested to be inspected or
copied pursuant to this subsection is such as to require extensive use of
information technology resources or extensive clerical or supervisory
assistance by personnel of the agency involved, or both, the agency may
charge, in addition to the actual cost of duplication, a special service
charge, which shall be reasonable and shall be based on the cost incurred
for such extensive use of information technology resources or the labor
cost of the personnel providing the service that is actually incurred by the
agency or attributable to the agency for the clerical and supervisory
assistance required, or both.”
Extensive use charges will apply for any request that exceeds 30 minutes. This includes tasks such as the time
it takes to search for hardcopy records, computer research, remove exempt data, photocopy a record,
photocopy redaction, on-site inspection, supervise the records during inspection, re-file the records, etc.
The
Supervisor of Elections adopts the policy that the hourly labor cost charged will be equivalent to
that of the lowest-paid employee that can complete the request
for any request that exceeds 30
minutes. If, in the opinion of the Supervisor of Elections or their designee, the request involves such an
extensive use of clerical time that more than one staff
member is required to fulfill the request, an
additional charge of that employee’s wages per hour for each additional staff
person will be added.
The Hernando County Supervisor of Elections Public Records Request Policy is based upon the following Florida Statutes:
9
7
.
0
5
8
5
,
9
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0
45
(3
),
1
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5
6
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),
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ha
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11
9
4
Shirley Anderson
Hernando County Supervisor of Elections
16264 Spring Hill Drive
Brooksville, FL 34604
352-754-4125
Public Records Request Procedure
1. Public records can be processed using the Voter Data Request Form on the Hernando
County Supervisor of Elections website, by email, or in person. When a request is made
an acknowledgement will be sent/given to the requester, and review of the request will
determine if invoice will be sent. If request does not ensue charges then the request data
will be furnished. The satellite office is only capable of accepting requests and no request
will be fulfilled from that office.
2. All request will be filed in the REQUESTS\Public Records Requests\<current year> folder.
There will be a separate folder for in-progress and completed. SOE, Systems Admin, and
Director of Election Systems and Technology will be copied on any emailed request. All
emails correspondences will be filed in their respective folder and sent Delivery/read
receipts which are also filed with the request. Once the request is complete it’s folder will
be moved to the completed folder.
3. If extensive use charges apply to any records request, the requestor will be notified and
payment will be expected in advance of the request being fulfilled. Please refer to the
Public records Request Charges and Fee Schedule for more information about extensive
use charges.
4. EXEMPTIONS: Florida Statutes have established that certain information is exempt
from public records requests. When necessary, exempt information will be redacted in
order to process a request. A document with exempt information will be copied, the
exempt information blacked out with a marker and then copy of the document with the
redaction will be given to the requester. The original redacted copy will be shredded. The
original copy will be refiled. Digital records will have a digital copy made and information
being redacted will be replaced by “Redacted” and the copy will be furnished to the
requester.
5. Payment is due in advance for all public records requests. If money is collected, a receipt
will be completed with method of payment being recorded and a copy given to the
requestor. All checks are to be made payable to the Hernando County Supervisor of
Elections. The requestor is responsible to pay the returned check fee of $35.00 on all
returned checks.
6. Once processed the record(s) will be made available for retrieval via FTP/email for all
electronic formats, or hard copies (subject to copy fees per Charges and Fee Schedule) for
pick up during normal business hours.
7. Calls from the media regarding public records requests will be forwarded directly to the
Supervisor of Elections.
The Hernando County Supervisor of Elections Public Records Request Policy is based upon the following Florida Statutes:
9
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.
0
5
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,
9
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45
(3
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ha
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11
9
5
Shirley Anderson
Hernando County Supervisor of Elections
16264 Spring Hill Drive
Brooksville, FL 34604
352-754-4125
OATH FOR ACQUISTION VOTE-BY-MAIL INFORMATION
I hereby swear or affirm that I
a
m
a
p
e
rs
on
au
th
ori
z
e
d
b
y
S. 101.62(3)
,
Florida Statutes
,
to acquire absentee voter information in Hernando County; that the information acquired
will be used only for the purposes prescribed in that section and for no other purpose;
and that I will not permit the use or copying of such information by persons not
authorized by the Election Code of the State of Florida.
AUTHORIZED PERSONS
Print Name of Registered Political Committee, Political Party, Candidate, or authorized person acquiring information
___________________________________ _________________________
Printed name of Signee Telephone #
Signature of Candidate or Officer
Date
acquiring information as authorized
by
S
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ida
S
tatute
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*
.
DESIGNEE INFORMATION
I authorize release of absentee information to:
Name Address
City State Zip Code
Name Address
City State Zip Code
*
T
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2,
F
l
o
ri
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a
St
atute
s
:
Voter requesting the ballot;
Canvassing Board;
Election Official;
Candidate who has filed qualification papers and is opposed in an upcoming election;
Registered political committees, registered committees of continuous existence, and political parties or
officials thereof, for
political purposes only;